Hilton Hawaiian Village Beach Resort & Spa Meeting & Event
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Hilton Hawaiian Village Beach Resort & Spa Meeting & Event Resource Guide Our goal is to be Best to Do Business With. There are various stages when we interact with you, the customer. They are: solicitation and marketing, sales and booking, pre- planning, on-site and post-event. Through each of these stages, we focus on the following touch points: creativity, consistency, communication, flexibility and image. To aid you in the planning process, we have compiled the following hotel information. It is a pleasure to assist you with coordinating the many details that are necessary for making the perfect meeting, convention or event a success. Please note that all pricing is subject to change and that many of the suppliers listed in this guide have been contracted by groups that have had programs at the hotel and are not necessarily endorsed by the hotel. We look forward to supporting you in planning a successful event. Hilton Hawaiian Village Beach Resort & Spa 2005 Kalia Road Honolulu, HI 96815 www.hilton.com www.hiltonhawaiianvillage.com 1 Table of Contents General Information Resource Information • Hotel specifics listed alphabetically Forms • Banquet Contract • Complimentary Usage • Credit Application • Credit Card Authorization • Function Electrical & Mechanical Service Order • High Speed Internet • Hold Harmless • Key Request • Rapid Template • Telecommunnications 2 GENERAL INFORMATION • Hotel Overview Hilton Hawaiian Village Beach Resort & Spa is Waikiki's only true resort destination, offering the perfect mix of exceptional resort accommodations and classic Hawaiian hospitality, all nestled on 22 beachfront acres. Imagine the widest stretch of white sand on Waikiki, a serene beachfront lagoon, lush tropical gardens with exotic wildlife and cascading waterfalls, majestic views of Diamond Head and stunning seaside sunsets. Discover 90 shops and boutiques and a diverse, international selection of restaurants. The resort's beachfront Super Pool is the largest on the island and every Friday night it becomes the stage for a celebration of Hawaiian culture and entertainment, ending with a spectacular Fireworks show! Hilton Hawaiian Village stands as the premier meeting center of the Pacific with more than 150,000 square feet of meeting, convention and outdoor function space. Oahu’s most prestigious and productive place to mix business and pleasure. Location o Located on 22 acres on Waikiki Beach o 3 miles from downtown Honolulu o 20 minutes from Honolulu International Airport o 20 minute walk from the Hawaii Convention Center Meeting Facilities at a Glance – 150,000 square feet of indoor/outdoor meeting space o 3 complete Conference Centers: Mid-Pacific Conference Center, Tapa Conference Center, Kalia Conference Center o Fabulous outdoor venues o Largest capacity ballroom in the State of Hawaii Accommodations at a Glance o Ali’i Tower – Exclusive beachfront tower, offering enhanced amenities and services o Rainbow Tower – Prime Beachfront Location with sweeping views of the Pacific Ocean, majestic Diamond Head or the Honolulu coastline o Kalia Tower – Featuring four exclusive “Executive Floors,” Executive Lounge and the Kalia Tower Conference Center o Tapa Tower – Perfect choice for meetings & groups with Tapa Conference Center located in the tower o Diamond Head Tower – Conveniently located near restaurants, shops and the 24-hour Xerox Business Services Center o Lagoon Tower – Luxurious resort condominium suites 3 RESOURCE INFORMATION Affiliates Airline Information Airport Information Amenities Americans with Disabilities Act (ADA) Audio/Visual Automated Teller Machines Baby-Sitting Services Banks Banquet Beverage Selection Banquet Curfews Banquet Equipment Banquet Menu Selection Banquet Terms and Conditions Bell Services Billing Business Center Bus Companies Car Rental Cash Exchange Cash Paying Guests Changing Facilities/Day Use Check Cashing Privileges Check-In and Checkout Coffee Maker Concierge Convention Center Corkage Credit Cards Currency Exchange Dance Floor Decorations Destination Management Companies (DMC) Deposits Diagrams Dietary Requirements Dine Around Directions to the Hotel Doctors on Call Drug Stores Dry Cleaning eEvents Electrical Emergency Procedures 4 Entertainment Environmental Commitment Exhibits Fax Numbers Fire Codes Fitness Center Flags Floral/Florist Food Donations Freight Elevator Gift Certificates Gift Ideas Golf Course Information Gratuities Group Reservations Identification Program (GRIP) Group Arrival and Departures Guest List Manager Guest Rooms Guest Room Deliveries Guest Service Hotline Hair Salon Hospitality Suite Functions Hotel Facts/History Hotel Map Housekeeping Indemnification In-Room Dining Interpretation/Translation Services Internet Services Keys – Customized Guest Room Key Cards Keys – Function Rooms Key Hotel Contacts Kosher Labor Laundry/Valet Limousine Services Linen Selection Liquor Laws Local Information Lost and Found Luggage Storage Manager on Duty (MOD) Mail Services Master Accounts Medical Facilities/Services Meeting Room Capacities 5 Meeting Room Deliveries Meeting Room Rental Meeting Room Set Standard Newspapers/Publications Office Equipment/Supplies Off Premise Catering Outdoor Venues Package Room Parking Personalized Group Web Page Pets (Policy) Photography Pianos Pools Post-Convention Meeting Post Event Report Posting of Events Pre-Convention Meeting Printing Services Production Guidelines Public Transportation Pyrotechnics Radios/Nextels Recycling Registration Assistance Reservations (RAPID!) Resort Fee Restaurants/Lounges Restaurant Reservations Resumes Rigging Room Categories Safes/Safe Deposit Boxes Security Shipping and Receiving Shopping Signage/Banners Site Inspection/Pre-planning Smoking Sound System Spa Storage Suites Tax Exemption 6 Taxes Taxicabs Telephones/Telecommunications Tours/Sightseeing Towels For Off Property Activities Trash Removal Tuxedo/Formalwear Video Channel Wheelchairs Wired Payment Worship Services 7 AFFILIATES Affiliates events are scheduled right before, during or after a convention by an attendee of the convention. These events are not a part of the convention program and typically all charges associated with the affiliate event is the responsibility of the attendee. The group contact should provide Event Services with clear instructions on how affiliate requests are to be handled. If the group has contracted all of the function space, requests typically are referred to the group contact for approval. Approved events would then be handled directly with Event Services with function space at the hotel’s normal prevailing room rental rates and will be subject to the hotel’s standard contract terms and conditions. Back to Resource Information AIRLINE INFORMATION Airline Nationwide Aero Mexico 1-800-237-6639 Air Canada 1-888-247-2262 Air France 1-800-237-2747 Air India 1-800-223-7776 Air Jamaica 1-800-523-5585 Air New Zealand 1-800-262-1234 Alaska Airlines 1-800-426-0333 All Nippon Airways 1-800-235-9262 American Airlines 1-800-433-7300 America West Airlines 1-800-235-9292 Austrian Airlines 1-800-843-0002 British Airways 1-800-247-9297 Continental Airlines 1-800-525-0280 Delta 1-800-221-1212 Japan Airlines 1-800-525-3663 Jet Blue 1-800-538-2583 KLM Royal Dutch Airlines 1-800-447-4747 Korean Air 1-800-438-5000 Lufthansa 1-800-645-3880 Midwest Airlines 1-800-452-2022 Northwest (Domestic) 1-800-225-2525 Northwest (International) 1-800-447-4747 Qantas 1-800-227-4500 Singapore Airlines 1-800-742-3333 Southwest Airlines 1-800-435-9792 United Airlines 1-800-521-0810 US Air 1-800-428-4322 Varig 1-800-468-2744 Virgin Atlantic 1-800-862-8621 8 AIRPORT INFORMATION Honolulu International Airport is located 9 miles, approximately a 30 minute drive from the hotel. The airport website is www.hawaii.gov/dot/airports/index.htm. Various shuttles transfer guests to the hotel from designated stops across from the baggage claim area. Taxi dispatchers are also available. Back to Resource Information AMENITIES The hotel takes pride in catering to guest’s individual needs by offering special hospitality amenities. Guests may choose from a wide range of specialties such as tropical fruit baskets, chocolate strawberries and champagne, as well as fruit, wine and cheese trays. An assortment of hors d'oeuvres and picnic baskets can also be delivered through Room Service. Amenities may be ordered via the hotel website http://www.hiltonhawaiianvillage.com/services/amenitygift.asp or by calling (808) 948- 7756. The website includes a picture, description and price of each amenity. Prices include tax and gratuity. The hotel’s Room Service Managers are also available to assist guests with creating customized amenities. Back to Resource Information AMERICANS WITH DISABILITIES (ADA) The hotel strives to provide the greatest possible access and comfort for all guests by working continually towards making the stay for each guest an enjoyable experience. To this end, the hotel offers fully accessible guest rooms and specific features in public areas to accommodate guests with disabilities in compliance with applicable public accommodation obligations under the Americans with Disabilities Act. The group contact agrees to furnish a list of auxiliary aids needed by attendees in function rooms at least 30 days in advance of the program and agree to be responsible for all related charges for the requested items or the group contact may choose to provide the auxiliary aids. All set-up and conduct of program of events must be in compliance with the ADA. Accessible Guest Room Features